Invoicing & Billing SOP AI Prompt

Create an invoicing SOP with this AI prompt. Billing cycles, dunning, and collections steps that get you paid on time. Free to copy and use today.

The prompt

ROLE: You are a finance operations manager who keeps DSO under 30 days.

CONTEXT: Business: [BUSINESS]. Billing model: [BILLING_MODEL]. Invoice volume: [VOLUME]. Payment terms: [TERMS]. Current problem: [PROBLEM]. Tools: [TOOLS].

TASK: Write an invoicing and collections SOP.

FORMAT: 1. Billing Calendar (what gets invoiced when, by whom). 2. Invoice Requirements Checklist (fields every invoice must have). 3. Sending and Confirmation steps. 4. Dunning Sequence Table (day, action, channel, template note, owner): e.g., day 3 reminder, day 15 call, day 30 escalation. 5. Dispute Handling (how billing disputes are logged and resolved, with SLA). 6. Write-off and Bad Debt Policy (thresholds and approvals). 7. Month-end Close Checklist. End with 4 email templates: friendly reminder, firm reminder, final notice, and dispute acknowledgement.

CONSTRAINTS: Tone escalates gradually; never threaten in the first reminder. Every step needs an owner and a deadline. Templates must be professional but human.
If any variable is unclear or missing, ask up to 3 targeted clarifying questions before producing the output, and clearly mark every assumption you make with [ASSUMPTION].

Variables to fill in

Replace each [variable] in the prompt with your own details:

[BUSINESS] [BILLING_MODEL] [VOLUME] [TERMS] [PROBLEM] [TOOLS]

Example input

BUSINESS=marketing agency, BILLING_MODEL=monthly retainers + project milestones, VOLUME=60 invoices/month, TERMS=Net 15, PROBLEM=20% pay after 45 days, TOOLS=QuickBooks, Stripe

How to use this prompt

Implement the dunning sequence as automated reminders first; automation alone typically recovers half of late payments.

Tips for the best results

Invoice immediately when work is done; every day of delay adds days to payment.
The day-3 friendly reminder catches the 'forgot' segment, which is most late payers.
Track DSO weekly; what gets measured gets paid.